Standard Operating Procedure:

Vehicle and Equipment Maintenance

Date: 7/2/2014* Version: 1 Review Frequency: Annual

Reasons for Procedure

The University of Virginia (UVA) has a permit to operate a Municipal Separate Storm Sewer System
(MS4) issued by the Virginia Department of Environmental Quality. This permit authorizes UVA to
discharge stormwater pursuant to the Virginia Stormwater Management Program and the Virginia
Stormwater Management Act.
Since storm drain systems are not connected to a sanitary sewer treatment plant, water traveling
through the storm drain system flows untreated directly to local streams, rivers and lakes. An illicit
discharge to the storm system is generally defined as any discharge that is not composed entirely of
stormwater. UVA’s MS4 Program “shall include all procedures developed by the operator to detect,
identify, and address nonstormwater discharges to the MS4.” 1

1.0 Purpose
The purpose of this procedure is to describe the proper means for maintaining vehicles and
equipment that are used or stored outdoors at UVA. Improperly maintained vehicles and
equipment can generate spills or leaks that can enter the storm sewer system or generate
contaminated stormwater runoff. Discharge of these contaminants into a storm drain is
considered an “Illicit Discharge.” Illicit discharges can result in significant fines from regulatory
agencies.

2.0 Scope

This procedure applies to those departments at UVA that have fleet vehicles, mechanized
equipment, and other motorized implements that are used or stored outdoors and may be
exposed to stormwater.

3.0 Responsibility

3.1 Facilities Management Environmental Resources

Environmental Resources (ER) personnel in Facilities Management are available for

consultation should any questions arise regarding impacts of maintenance and what can and
cannot be conducted outside.

1
General Permit No: VAR040073, General Permit for Discharges of Stormwater from Small Municipal Separate
Storm Sewer Systems.
Vehicle and Equipment Maintenance

3.2 Managers

Managers are responsible for ensuring that staff who operate and maintain vehicles or
equipment are familiar with and follow these procedures. Managers and supervisors are
responsible for ensuring training is conducted with the most recent version of the SOP.

3.3 Personnel Performing the Job

Personnel are responsible for following the correct procedures for vehicle or equipment
maintenance.

4.0 Procedures

4.1 Operator Inspections

Before using a vehicle or piece of equipment, operators should inspect it for any obvious
signs of leaks or other maintenance problems.

4.2 Establish a Routine Maintenance Schedule

All vehicles or equipment should receive routine maintenance according to the
manufacturer’s guidelines, at minimum.

4.3 Vehicle Maintenance

Vehicle maintenance should occur, at minimum, once a year during State required vehicle
inspection. Vehicles should be serviced by UVA Parking and Transportation or another
authorized repair shop that is certified to conduct State inspections.

4.4 On Site Equipment Maintenance

For equipment or machinery that can be maintained on-site using in-house staff, proper
precautions should be taken to ensure any leaks, spills, or drips from maintenance
operations do not cause stormwater contamination. Ideally maintenance should occur
indoors where equipment cannot come into contact with stormwater. In the event that
maintenance cannot occur indoors efforts should be made to minimize the possibility of an
illicit discharge or stormwater contamination. All maintenance activities should be
conducted on an impervious surface as far as possible for stormwater conveyances, ditches,
or drains. Additional precautions may include, but are not limited to the use of tarps or drip
pans under equipment during maintenance activities.

4.5 Unexpected Repairs, Spills, or Leaks

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Vehicle and Equipment Maintenance

Upon identification of a problem with a vehicle or piece of equipment, it shall receive

service as soon as possible. Notify appropriate maintenance personnel so the vehicle or
equipment can be taken out of service and repaired.

Precautions should be taken, such as those described in 4.3 so that stormwater

contamination or an illicit discharge does not occur before the equipment can be serviced.
Spills and leaks should be cleaned up immediately upon discovery and contaminated
material should be disposed of properly.

5.0 Annual Review of Procedure/Training

All managers and personnel who maintain or operate vehicles or equipment are responsible for
reviewing this procedure with all employees who have these job duties at least once each year.
Any project managers who hire contractors to perform these job duties are required to convey
the requirements of this procedure to the contractors.

6.0 Regulatory impacts

Illicit discharges are prohibited by the University’s MS4 permit and by the City of
Charlottesville’s Water Protection Ordinance. The University’s storm sewer system is directly
connected to the City’s; therefore, any discharge into UVA’s storm system impacts the City’s
storm sewer system. This offense is punishable by civil and criminal penalties as illicit discharges
constitute a threat to the public health, safety, and welfare, and are deemed public nuisances.

*Printed versions of SOPs with previous review dates are considered current as long as the version
number is the same as the current version. Current versions of all SOPs are maintained on the UVA
Environmental Resources website.

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